Private Event Coordinator

POSITION SUMMARY
The Private Events Coordinator is responsible for facilitating the booking and execution of private rentals and events at Ventfort Hall. Reporting to the Director of Programming & Events, this role involves working closely with clients, coordinating event logistics, and ensuring that all private events are successfully executed. The ideal candidate will have strong organizational and communication skills, focusing on delivering exceptional service to clients.

KEY RESPONSIBILITIES
- Event Booking: Handle all aspects of booking private events at Ventfort Hall, including weddings, corporate functions, and other special occasions.
- Client Communication: Serve as the primary point of contact for clients, responding to rental inquiries promptly and providing detailed information about available services and pricing.
- Event Coordination: Work closely with clients to understand their needs and preferences, and coordinate all logistical aspects of their events as pertains to the venue rental of Ventfort Hall, from initial planning and booking to execution of vendor coordination for the final event while coordinating with the Public Events calendar to avoid scheduling conflicts in collaboration with the museum's Events Coordinator.
- Venue Walk-Throughs: Meet with potential clients for venue walk-throughs, showcase the space, and discuss event possibilities.
- Vendor Liaison: Coordinate event details with external vendors (e.g., caterers, decorators, entertainment) to ensure all event elements are in place and ready for the day-of.
- Contract Management: Execute contracts and facilitate deposit and balance payments, ensuring all terms and conditions are clearly communicated and agreed upon by clients.
- On-Site Management: Be present as the person-in-charge during all private events, ensuring everything runs smoothly and addressing any issues that may arise. Reporting: Provide monthly reports of bookings and staffing needs, tracking progress towards the annual revenue goal for bookings.
- Revenue Goals: Strive to meet and exceed the annual revenue goal for private event bookings. Financial bonus incentive provided for goal achievement.
- Post-Event Follow-Up: Conduct follow-up with clients after events to gather feedback and ensure customer satisfaction.